If you're running a big team, keeping track of who can do what in your digital tools is a headache waiting to happen. Getaccept can help—if you set it up right. This guide is for admins, team leads, and anyone stuck with the job of wrangling users and permissions in Getaccept. I’ll walk you through the real steps, what’s worth your time, and what to skip.
1. Get Your User List Together (Don’t Wing It)
Before you even touch Getaccept, get your user info straight. You’ll save yourself hours of cleanup later.
- Export your team list from your HR or directory tool (Google Workspace, Microsoft 365, etc.).
- Decide who actually needs access. Not everyone does—cut down on seat costs and confusion.
- Group users by role or department. This will help later when you set permissions.
Pro tip: If someone’s been gone for months but is still on your list, now’s the time to prune. Ghost accounts are a real security risk.
2. Understand Getaccept’s User Types and Permissions
Not every user in Getaccept is created equal. Here’s what you’re dealing with:
User Types
- Administrator: Has full control, can edit settings, manage users, view all documents.
- User: Can send/manage their own documents, but can’t touch team-wide settings.
- Manager: In-between role—can often see team data and manage users within their group.
What works: The basics are simple and cover most needs.
What doesn’t: Granular, custom permissions (like “can view, but not edit, these fields”) are limited. If you want Salesforce-style permission sets, you’ll be disappointed.
3. Add Users (The Right Way)
Option 1: Add Manually
- Go to Settings > Users.
- Click Invite User.
- Enter the email, assign a role, and send the invite.
Good for: Small batches, or if you’re onboarding a handful of people.
Option 2: Bulk Import
- Go to Settings > Users > Import.
- Upload a CSV with names, emails, and (optionally) roles.
Good for: Big teams—just make sure your CSV is clean. Duplicates or typos will come back to haunt you.
Option 3: Integrate with your Identity Provider
If you’re using Azure AD, Google Workspace, or Okta, set up Single Sign-On (SSO) and automatic user provisioning. This saves time and reduces errors—but only if IT is on board.
What to ignore: Don’t bother inviting users one by one if you have more than 20. Bulk or SSO is the only sane way.
4. Set Up Teams and Groups
Getaccept lets you organize users into teams or groups. Use this feature, especially if you’re a large org.
- Go to Settings > Teams.
- Create teams that match your org structure: Sales, Marketing, HR, etc.
- Assign users to the right teams.
Why bother? Teams make it easier to manage permissions, reporting, and templates. If you skip this, you’ll regret it during audits or when someone leaves.
Warning: Teams don’t always map 1:1 to your org chart. Use practical groupings—whatever makes document access and reporting simpler.
5. Nail Down Roles and Permissions
Now for the crucial part: who can do what.
Steps:
- Go to Settings > Roles & Permissions.
- Review the default roles. Decide if you need custom ones (if Getaccept supports this on your plan).
- For each role, set permissions for:
- Sending documents
- Viewing templates
- Managing users
- Accessing analytics
What works: Assigning permissions by team cuts down on manual work.
What doesn’t: You might run into paywalls—some advanced permissioning is only on higher-cost plans.
Pro tip: Document your permission decisions somewhere outside Getaccept. If you ever need to reconstruct who had access to what (for compliance or a security review), you’ll thank yourself.
6. Automate User Provisioning (If Possible)
If you’re serious about security and efficiency, don’t manage users by hand.
- Set up SSO with your identity provider.
- Enable automatic provisioning and deprovisioning—users are added or removed from Getaccept based on your central directory.
What works: No more manual updates when people join, leave, or switch teams.
What doesn’t: SSO setup can be fussy, and you’ll need IT’s help. Also, not all plans or identity providers play nicely.
Ignore: Manual invites for every single new hire. It’s a waste of time at scale.
7. Clean Up Old Accounts Regularly
People leave. Roles change. If you don’t stay on top of this, you’ll end up with a mess.
- Schedule a quarterly review of all active users.
- Remove or deactivate anyone who shouldn’t have access.
- Double-check permissions for people who’ve changed roles.
Pro tip: Use the export feature to get a user list and compare it to your HR data.
8. Audit Access and Activity
Compliance isn’t just a buzzword—sometimes you really do need to know who accessed what.
- Use Getaccept’s built-in audit logs to see who’s sending, viewing, or editing documents.
- For sensitive workflows, pull reports on user activity.
- Spot-check for any odd behavior (e.g., users accessing documents they shouldn’t).
What works: The basic audit features are enough for most teams.
What doesn’t: If you need deep, exportable logs or SIEM integration, Getaccept is a bit limited compared to heavy-duty enterprise tools.
9. Train Your Team (But Don’t Overcomplicate It)
You don’t need a two-hour training for basic permissions, but don’t assume people will just “figure it out.”
- Hold a quick walkthrough for managers and admins.
- Share a one-pager on who to contact for access issues or requests.
- Remind users not to share accounts—seriously, this still happens.
Ignore: Overly complex permission charts. Most people just want to know what they can and can’t do.
10. Iterate As You Grow
Your team will change. People will ask for new permissions. Don’t try to get it perfect the first time.
- Set a reminder to review your setup every few months.
- Be ready to adjust teams, roles, and permissions as needs change.
- Stay skeptical of requests for “just one special exception”—these add up fast and make things messy.
Wrapping Up: Keep It Simple, Stay Sane
Managing users and permissions in Getaccept isn’t rocket science, but it’s easy to overthink. Set things up with clear teams and roles, automate what you can, and clean up regularly. Don’t get bogged down in permission micromanagement—most teams only need a few user types and some common-sense checks. Start with the basics, see what breaks, and fix as you go. That’s how you keep your team moving without turning user management into a second job.